This article describes how you can edit resource, team, and role allocations in the Gantt chart of the Portfolio Designer.

• Required User Rights
• Editing Allocation Values
• Allocation Mode (Flexible or Time Grid)
• Splitting an Allocation (Flexible)
• Further Options for Editing Allocations

Required User Rights

• Either the right Resource Managers Can Always Edit Allocations of Their Own Resources, Teams, and Roles, or under Edit Allocations, at least the option Role Allocations.
• To import allocations into the Plan of Record, you need to have the Edit Plan of Record right; to import them into a scenario, you need to have the edit rights for the respective scenario

Editing Allocation Values

Resources, teams, and roles added to a project have no initial workload assigned by default. Proceed as follows to enter allocations.

• When you add allocations to a project or click the small arrow at the left edge of its row header, that project will be expanded to show all allocated resources, teams, and roles and their allocations.
  
• Allocations will be displayed in a grid view below the project bar in the right hand side Gantt view. Depending on the selected Allocation Mode, a single continuous segment which can be further segmented manually will initially be displayed for each resource, team, and role (Flexible mode), or the allocation will automatically be segmented according to the periods selected via your Zoom Level (Time Grid mode). For details about the two modes, see the following section Allocation Mode (Flexible or Time Grid).
• When your current zoom level doesn't provide enough space for displaying the number and unit, the unit will be dropped. When there is still less space, the number will be rounded or dropped as well.
• Select a grid cell displayed for a role or resource to enter the desired workload in FTE, days or hours.
• In the list of resources, teams, and roles in the resource section, the resource, team, or role whose allocation you are editing will be scrolled to, if necessary, and highlighted. The allocation you are currently editing will also be highlighted in the histogram.
• If the row for that resource, team, or role is below an unexpanded aggregation row (role or OBS), that row will be scrolled to, if necessary, and highlighted.
• If the resource, team, or role is hidden due to filter settings, nothing will be highlighted in the resource section.
• Type in a number. If you wish to change the unit, enter a number followed by f for FTE, d for days or h for hours. You may also change the unit in the toolbar under Allocation Unit.
  
• Hit [RETURN] to confirm.

Allocation Mode (Flexible or Time Grid)

Under Allocation Mode in the toolbar, select how to view and edit allocations:

Flexible

With the default setting Flexible, newly added allocations initially consist of one continuous segment spanning the full project duration:

• Control Keys (keys are wraparound, e.g., hitting the tab key in the last allocation segment of a row will select the first allocation segment of the following row).
• [↹] tab key selects the next allocation segment.
• [⇧]+[↹] shift + tab key selects the previous allocation segment.
• Change Segmentation
• In this mode, you can further segment the allocation as required by right-clicking on the desired splitting point.

Time Grid

With the Time Grid setting, allocations will automatically be segmented or grouped by period as selected via your current Zoom Level:

• Control Keys (keys are wraparound, e.g., hitting the tab key in the last allocation segment of a row will select the first allocation segment of the following row).
• [↹] tab key selects the next allocation segment.
• [⇧]+[↹] shift + tab key selects the previous allocation segment.
• [↑] up arrow key selects the previous row.
• [↓] down arrow key selects the next row.
• Change Segmentation
• Switching to a more detailed Zoom Level will further segment the allocations.
• Switching to a less detailed Zoom Level will merge the segments and aggregate the associated allocation values.
• If you don't change the grid values for an allocation, switching to the Flexible mode will also merge the segments and aggregate the allocation values.

Splitting an Allocation (Flexible)

In the Allocation Mode Flexible, the total workload you enter will be distributed equally over the project duration by default.

If you wish to assign more or less workload to a resource, team, or role at some point, you can split the allocation into segments. Each segment may have a separate workload.

To do this, proceed as follows:

• Right-click the desired start point for the new segment and select Split at [date]
  
  
• Repeat the last step at the desired end point.
• Please note that the precision for splitting allocations is monthly or weekly, depending on your zoom level. The dividers will be created such that they always coincide with the start of a month or week.
• Once a segment divider exists, you can move it with daily precision. To do this, click the divider between two segments, hold the mouse button and drag the divider to the desired point of time. The exact date of the splitting point will be displayed in a hint:
  
• The segments created this way can be edited individually.
• When a segment is split, the associated workload will be divided proportionally between the newly created segments.
• Enter the desired workload for each segment in FTE, days or hours as you would for the whole allocation.
• To merge two segments into one again, click the divider between those segments, hold the mouse button, and drag the divider to the left or right edge of the previous or next segment. Please note that the allocations of the remaining segments will stay the same with regard to the selected allocation unit:
  • When person days or hours are selected, the allocation of the removed segment will be dropped.
  • When FTE are selected, the period of the removed segment will adapt the allocation value of the segment into which it was merged.

Splitting All Allocations at a Milestone
To enter different allocation values for each project phase, you can split all allocations at a milestone. Open the milestone context menu and select Split Allocations at Milestone. Learn more here.

Further Options for Editing Allocations

• Milestones and project phases: Learn more in the article Milestones, Project Phases and Dependencies.
• Shortening allocations: Learn more in the article Shortening Projects and Allocations.
• Extending allocations: Learn more in the article Extending Projects, Phases and Allocations.
• Replacing or removing allocations or changing project roles: Learn more in the article Editing Resource, Team, and Role Allocations.